Technical Supply Chain Logistics Manager- Afghan Nationals Only

Job Description

Procurement:

Provide leadership to and oversight of day-to-day Procurement Process on compliance matters.

- Monitor the policies, procedures, and SOPs ensure they are read, understood, and implemented by all Procurement and Supply Chain, Logistics, Fleet, Field Coordinators, Field SC staff across the mission. - Shoulder Procurement Manager on the day-to-day procurement activities and the review of procurement document packages ensuring the package is fully complete and compliant with all internal procurement system before they are submitted for final approval. - Support the Procurement team to ensure Procurement tracker is updated on daily basis and procurement processed are closed daily basis. - To work with Kabul and Fields Procurement team their procurement tracker, stock reports are updated and shared with all programs and support every Thursday. - Provide consistent and constructive support to other departments on Logistics, Procurement, SC, Assets, Warehouse ensuring their activities are compliant - Make sure Purchase Documents (PDs) are tracked through proper coding system in Kabul and in the field sites by the Procurement staff.

Budget Verses Actual (BvA)

- Ensure all SC staff fully understand the use of Budget Versus Actual (BvA) in Kabul as well field sites that all procurements documentations are followed accordingly - Ensure Field Coordinators, Supply/Procurement staff and all other operators and budget holders regularly monitor their Procurement submission dashboard in BvA and PRs, PO and Payments are not aged over 30 days. - Working with Sr. SC Co, Finance, and IT to provide regular guidance and instruction the use of BvA and checking of dashboards for aged and ongoing PRs, PO and Payments and flag to the relevant department heads if something seem delayed. - Flag to Senior Management Team (DDO, DDP & Deputy Director Finance, Finance Coordinator when seeing BvA is not monitored by the operators/budget holders to take improvement measures.

Fleet and Generators Management:

Generators and Fleet matters at the field level are managed by the field Supply Chain staff under the direct supervision of Field Coordinators/Field Manager/Deputy Field Coordinators.

- To work with all Field Coordinators and Supply chain staff to ensure they understand the fleet and power management policies and reporting mechanism.

- To closely work with the Kabul Fleet unit ensuring generators and vehicles are running functional, spare parts/consumable stocks including fuel and lubricants are regularly updated and list is shared - To closely work with Kabul and Field on efficient fleet management, monthly report, vehicle planning, drivers training, personal files are kept up to date - To ensure vehicles and generators service/maintenance schedules are followed consistently - To ensure all IRC official vehicles are fully insured with local insurance companies and contracts are well managed

Staff Development:

- Training SC, Procurement, Logistics, Field Coordinators, Field Managers, Deputy Field Coordinators, None-SC Procurement staff on relevant policies, procedures and SOPs.

Procurement Planning:

- To closely work with all budget holders to have on time Projects Procurement Plans (PP) for each grant and regularly updated when activities completed - To closely work with Sr. SC Co, different programs in activating Emergency Procurement Plan (EPP) and strictly control the execution.

Logistics:

- Logistics Staff both in Kabul and in the fields are well trained on Asset, Inventory and warehouse management and understand the policies, procedures, and SOPs. - Work with Logistics and Fields SC on closed grants Inventory and Asset reports on time. - To work with Logistics and Fields SC, Safety Security, and IT there is no old/damaged or obsolete assets or other equipment. On time disposal planning and communicate lists with SMT. - Master Asset list is always up to date and all IRC asset users have signed issue form that is scanned and placed in Box folder. - Ensure annual asset, inventory and warehouse physical count is conducted and reported on time. - Support the Pharma warehouse monitoring and ensure Pharma forms, reporting and management are in compliance with IRC pharma standards.

Compliance:

- To closely work with Compliance Unit assuring all procurement and other SC relevant activities are in line with IRC and its donor policies and procedures and documents are completed - To closely work with SC ensuring yearly vendor files are up to date with no missing. - To flag Kabul and Field Procurement and fleet prioritizing procurements on projects closing soon. - Flag to SMT and Compliance Director any red flag or concerning issues related to SC-Procurement, Logistics and Fleet.

Spending Plans Support:

- Closely work with HR Admin, Logistics, IT, Safety Security and Program Implementation and Support Coordinators on all Procurement Spending

MPA/MSA:

- To ensure all Master Purchase Agreements MPAs, Master Service Agreements MSAs are up to date and their renewal or re-tendering take place 3 months advance. - To work with different program budget holders to identify the need of specific supplies and services repeatedly ordered to establish new MPA and MSAs.

Professional Conduct:

- In cooperation with the Field Coordinator, play a key role in planning and rolling out of training and adherence to “The IRC Way: Standards for Professional Conduct” Ensure any violations of the “The IRC Way: Standards for Professional Conduct” are duly reported.

Qualifications

- At least Five years in a Program/Operations management position with significant supervision experience (experience with an international NGO in a similar position an advantage) - Minimum bachelor’s degree in business administration, Economy or similar fields and MBA degree is preferable - Extensive experience implementing programs in Afghanistan with a demonstrated knowledge of both humanitarian and post conflict programming. - Strong organizational skills, ability to coordinate and manage a diverse array of responsibilities: programs, operations, logistics, security, finance, etc. - Demonstrated ability to handle sensitive situations diplomatically and possesses strong communication skills. - Having functional/job related knowledge of financial management - Familiarity of IRC and donors (US government, European, UN) policies and regulations and compliance with all set forth rules and regulations - Ability to travel to other IRC field sites and province field project sites to provide support where needed.